Client Services and Operations Coordinator

About Pfeifer Realty Group 

Pfeifer Realty Group is a high-volume, boutique real estate brokerage serving Sanibel, Captiva, and the greater Southwest Florida Region. We are a fast-paced, detail-driven team with a strong reputation for professionalism, consistency, and client care. This role is central to keeping our office running smoothly and supporting both our agents and clients day-to-day. 

Position Overview 

We are seeking a reliable, organized, and proactive internal team member to manage daily office operations, client communication, and administrative support. This is an in-office position, five days a week, and requires someone who takes ownership, communicates clearly, and thrives in a structured environment. This role will also train in listing coordination, with the opportunity to grow into that position over time. 

Schedule and Location 

Full-time, Monday through Friday, in the office on Sanibel Island. This position is responsible for opening and closing the office daily. 

Role Requirements 

• 2  years of experience in an office-based administrative, operations, or client services role 
• Prior real estate brokerage experience preferred, but not required 
• Strong written and verbal communication skills 
• Ability to communicate professionally with clients, agents, and vendors 
• Sound judgment and discretion when handling sensitive or confidential information 
• Highly organized with strong attention to detail 
• Ability to manage multiple priorities and deadlines 
• Comfortable working independently and taking ownership of daily responsibilities 
• Interest in long-term growth within a real estate operations role 
• Open to expanding responsibilities, including listing coordination, over time 
• Experience supporting multiple professionals in a fast-paced environment 
• Ability to maintain a professional workspace and represent the brand in person 

Core Responsibilities 

Office Operations 

• Open and close the office each day 
• Check and manage incoming mail, including bills and time-sensitive correspondence 
• Maintain a clean, organized, and professional office environment 
• Track office supplies and inventory, and place orders as needed 
• Ensure common areas, workspaces, and supplies are consistently maintained 
• Phone and Front Office Coverage 
• Answer and route the main office phone line 
• Handle incoming calls professionally and efficiently 
• Provide clear, accurate responses to general inquiries 
• Direct calls and messages to the appropriate agent or staff member 

 Client and Agent Communication 

• Communicate directly with clients in a timely, professional manner 
• Support agents with administrative needs and coordination 
• Serve as a point of contact between clients, agents, and internal staff 
• Ensure follow-ups and requests are handled accurately and promptly 

 Marketing and Partnerships 

• Communicate with external vendors and partners as needed 
• Assist with light coordination related to marketing initiatives 

Listing Coordination Training and Growth Opportunity 

This role will train alongside our team on listing coordination, with the expectation of being open to taking on the full listing coordination role in the future. This is a strong opportunity for someone interested in growing within real estate operations and taking on increased responsibility over time. 

Listing coordination responsibilities include: 

• Managing listing timelines from pre-listing through closing 
• Collecting, organizing, and maintaining listing documentation 
• Coordinating with agents, photographers, vendors, and internal staff 
• Entering and maintaining listing data in internal systems 
• Ensuring listings move through each stage accurately and on time 
• Supporting compliance requirements and file organization 

Technology and Systems 

Training will be provided, but comfort with technology and learning new systems is essential. 

Willing and able to learn and actively use the following systems: 

• Microsoft 365 (Outlook, Word, Excel, Teams)
• SanCap & SWFL MLS
• Showingtime